Executive Office and Administrative Specialist (1885)- Department of Otolaryngology

This position will be performed in a hybrid work environment. Work is performed in a planned split between on-site and remote locations. The supervisor will determine the appropriate balance that meets the needs of the department and the other priorities for workplace flexibility.

Financial System Support (80%)

• Attend classes and pass exams in order to become efficient in the following EFS duties:
  • Financial Management Orientation, Chart of Accounts Overview, Chart of Accounts, Chart of Accounts
    Assessment, Basic Accounting, Bank Card Reconciliation, Receiving Purchases UPK, Supplier
    Inquiry, Manage Requisitions, Purchasing Goods and Services at the University of Minnesota,
    Using the University PCard, University Travel Card, Chrome River, Create Requisitions, Traveling
    on University Business, and Using the Reporting Center
• Add and update vendor information
• Create requisitions:
  • Voucher Contract for Professional Services (VCPS)
  • Quick Contract for Professional Services (QCPS)
  • Contract for Professional Services (CPS)
  • Performance Contract for Professional Services (PCPS)
  • Blanket Purchase Orders
  • Determine which supporting documentation must be attached in the requisition, i.e.
    PSIS forms, etc
• Manage travel authorization, cash advances, employee expense reimbursements, travel or
  human subject payments, out-of-pocket subject payments reimbursements, travel
  reimbursements, and miscellaneous expense reimbursements in Chrome River
• Receive purchases
• Act as a liaison to SAC accounting/finance team
  • Oversee all forms submitted to SAC including hospitality forms, purchase orders, PSIS
• Initiate vendor set up and manage vendor inquiry
• Purchase supplies from UStores on behalf of Department of Otolaryngology faculty, staff
• Reconcile procurement card
• Review and submit department invoices for payment to Medical Cluster
• Order office supplies for the department
• Serve as a resource to Department faculty and staff regarding financial systems questions or concerns
• Ensure transactions are resolved in a timely manner. Communicate updates to faculty and staff regarding the status of requisitions, reimbursements, payments, etc.
• Ensure all information submitted is accurate and in accordance with University policy
• Keep detailed records of financial transactions
• Monitor department purchasing email

Administrative support for faculty, residents, and staff of the Department of Otolaryngology (20%)

• Triage phone calls for the Department of Otolaryngology, which includes answering and triaging phone calls regarding three missions of the Department: education, research, and clinical service
• Act as a resource for facilities management issues, copier services, and clinical courier services
• Compose and prepare correspondence
• Assist with department weekly conferences, and events
• Assist in facilitating and ordering lab coats, UMN business cards
• Copy and fax documents
• Maintain a professional and friendly atmosphere at the department main reception area
• Coordinates US mail with the mailroom, Fed Ex deliveries, etc
• Schedules and maintains departmental conference rooms
• Special projects as assigned by the Department Administrator

Budgeted Hourly Salary Range*: $22.71- $29.20

*Dependent on candidate's education/expereince.

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Experience with EFS or other electronic financial systems
• Demonstrated organizational skills, strong attention to detail
• Experience with Microsoft Office applications, google and various other software applications
• Excellent written and verbal communication skills
• Experience coordinating, organizing and prioritizing multiple office functions and office projects within a fast-paced environment
  

Preferred Qualifications:

• Experience in an academic healthcare environment
• Experience working independently and as part of a team
• Exposure to Red Cap and Smartsheets
• Provides excellent customer service in-person and on the phone
• Experience preparing, drafting, editing, and proofing correspondence and documents for electronic submission
• Possess knowledge of standard office equipment

To learn more about the Department of Otolaryngology, please visit: med.umn.edu/ent

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).